JSD0111 - Section 0600 Evaluation Factors

8/2/2019 JSD0111 - Section 0600 Evaluation Factors

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CITY OF AUSTIN

PURCHASING OFFICE

EVALUATION FACTORS

APPLICATION FOR DEPOSITORY SERVICES RFP JSD01111.0 GENERAL INFORMATION

All applicants are subject to the terms and conditions of this solicitation. Material exceptions to theterms and conditions, or failure to meet the Citys minimum specifications, shall render the application

non-responsive. Non-responsive applications will be rejected from further consideration.

Applicants are expected to examine the entire request for application package, all specifications, and ainstructions. Failure to do so will be at applicants risk.

Only one award shall be made under this application. The award shall be made for all requirements tothat single responsive and responsible qualified financial institution who offers the highest quality serviceat the lowest cost to the taxpayer.

2.0 RESPONSE PACKAGE CONTENTS

2.1 Completed Application Form Section 0610 The Application Form is the single mos

important document in this Request for Application and must be completed and included withyour response. The Application Form must be submitted in an electronic format (e.g., CD ROMas well as a matching printed output signed by an authorized agent. In the event that theelectronic data file differs from the printed data submitted, the printed signed form will be used asthe final form.

Should a contract be awarded, only the itemized fee charges listed on the Application Form wibe acceptable on the monthly account analysis, with the exception of services requested by theCity after the contract award is made.

Applicants should be certain the completed Application Form contains all of the feecharges that will appear on the account analysis for the services required. Additionalines are provided on the Application Form for this purpose. A reference to an attached

fee schedule or verbiage will not constitute inclusion on the Application Form. Anyinserted fee charges must be placed in the appropriate section of the Application Formand include an estimated volume amount from information inferred from the providedestimated volume for similar items. Fees inserted without corresponding estimatedvolumes will not be accepted. Additionally, the City reserves the right to edit or otherwisecorrect the estimated volume for fee charges that are inserted by the applicant. Ifrequired, the City will contact the applicant to obtain a definition of the inserted feecategory. Should the City believe it is necessary to edit or otherwise correct volumes, theapplicants total amount may be changed accordingly.

Fraudulent statements on any response will result in disqualification and may result in legaaction.

2.2 Response Package

In addition to the Application Form listed above, the applicant shall complete all of the requiredinformation in Section 3.0 below in the requested response format.

Response package shall be typed using 11-point or larger font, on standard paper, and haveconsecutively numbered pages.

JSD0110 Section 0600 EVALUATION FACTORS 1


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CITY OF AUSTIN

PURCHASING OFFICE

EVALUATION FACTORS

APPLICATION FOR DEPOSITORY SERVICES RFP JSD0111Submit one original and seven (8) copies of the response and required attachmentsHowever, only three copies of the CD ROM are required. The original response must containoriginal signatures and shall be suitable for photocopying.

3.0 INFORMATIONAL RESPONSE PACKAGE

To assist the City in its determination of responsibility, applicants are required to furnish the followingrequested information with their application.

Response Format

The response shall be organized in the following format and informational sequence. Each areashould be addressed as thoroughly yet succinctly as possible.

A. Part I Application Form: Section 0610. Complete and sign the form as described in 2.1 above.

B. Part II - Business Organization: State full name and address of your organization and identifyparent company if you are a subsidiary. Specify the branch office or other subordinate element whicwill perform, or assist in performing, work herein. Indicate whether you operate as a partnershipcorporation, or individual. Include the State in which incorporated or licensed to operate. Confirm theinstitutions authorization to do business in Texas, and list the office or branch physically located withinthe city limits of the City of Austin. Confirm the institution is a member of the Federal Reserve Systemis insured by the Federal Deposit Insurance Corporation and is a member of NACHA.

C. Part III Implementation plan Each application, except that of the incumbent depository, musinclude a proposed implementation plan which describes a time schedule consistent with a contraccommencing April 1, 2012, and a detailed description of City and bank responsibilities through theimplementation phase. If necessary or required, the applicant selected as the Citys Depository musassist in the transfer of accounts from the current depository to the new depository.

D. Part IV - Services

A.1 Designated bank contact personnel - Applicants must provide the name or names, phonenumber(s) and city/state location(s) of those within the bank qualified to provide information andassistance in the following areas on a regular basis:

ACH paymentsBalance/transaction reporting assistance (online products)Collateral adequacyGeneral informationPositive pay

Posting and deposit discrepanciesReconciliation (including check imaging)Safekeeping and securities clearanceStop paymentsVault servicesWire transfers/ACH payments

Please attach a resume of the primary contact's professional qualifications. The primary contacis the person designated by the applicant as the one bank officer responsible for overseeing theCity's entire relationship, who would serve as the City's primary contact and who would be ableto make decisions regarding operational aspects of this contract.



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CITY OF AUSTIN

PURCHASING OFFICE

EVALUATION FACTORS

APPLICATION FOR DEPOSITORY SERVICES RFP JSD0111A.2 Enhancements/Additions to required services - Applicants may use this paragraph to elaborate

on particular product capabilities or distinctions the City requires or describe products which theCity does not require at the present time but may at a future date. These products

specifications, descriptions, prices and pricing expiration may be included in this area.

A.3 Location of service performance - Applicants must list the location (city, state) in which thefollowing services are to be performed under this contract:

Controlled disbursement points (Texas preferred)Deposit processingPositive payReconciliation (including check imaging)Safekeeping and securities clearanceStop payment processingVault services

A.4 Required Accounts and Detailed Serviced for Each AccountConfirm an understanding and agreement to provide each of the required accounts and servicesdescribed in Section 2.2 of the 0500. A summary matrix of services to be provided may besubmitted if desired.

A.5 Depository CollateralConfirm an understanding and agreement to each of the collateral requirements described inSection 2.3.A.1 through 2.3.A.7 of the 0500. Additionally, include a paragraph describing thedepository collateral process, the process for increase requests, and if available, submit asample collateral agreement. Describe the reporting methods available from the third party(such as online access) to the City for collateral monitoring.

A.6 Deposit ServicesConfirm an understanding and agreement to each of the requirements described in Section2.3.B.1 through 2.3.B.8 of the 0500. Include requested information and documentation for eacsection.

A.7 Check Disbursement ServicesConfirm an understanding and agreement to each of the requirements described in Section2.3.C.1 through 2.3.C.10 of the 0500. Include requested information and documentation for eacsection. Additionally, provide brief answers to the following:

Controlled Disbursement: Are there ever more than two presentments at the sitefor the controlled disbursement point city/state listed above? Indicate the time thefinal presentment is available online, expressed in central time. Describe at whadollar level and by what method the City will be notified should the physical check

clearing differ from the originally reported presentment total. Payee Positive Pay: Indicate how soon after receipt of the issue file transmissionthat teller lines are updated. Additionally describe at what time and by whacommunication method exception decision/reports are sent, the deadline foproviding pay/no pay decisions and if a no items today notification is available.

A.8 EFT ServicesConfirm an understanding and agreement to each of the requirements described in Section2.3.D.1 through 2.3.D.5 of the 0500. Include requested information and documentation for eacsection. Additionally, provide brief answers to the following:

Wires: What are the financial institutions procedures for releasing a wireif it creates a daylight overdraft situation? What is the longest time you



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CITY OF AUSTIN

PURCHASING OFFICE

EVALUATION FACTORS

APPLICATION FOR DEPOSITORY SERVICES RFP JSD0111online wire transfer system has been down in any one day, and what areyour backup procedures for ensuring timely release of wires?

ACH: Expressed in central time, provide the earliest time and latest timeeach day that the City may initiate an ACH payment online for both one

day and two day or two day+ settlement. Describe your procedure fosame day rejection of non-originated ACH debit entries, including whanotification options are available. What contingency plans exist to payCity employees in the event of processing problems with the direct deposfile?

A.9 Online PlatformConfirm an understanding and agreement to each of the requirements described in Section2.3.E.1 through 2.3.E.2 of the 0500. Additionally, include a paragraph describing the onlinplatform available. Provide at least one paragraph describing the policies or procedures in usefor third party suppliers or vendors that might conduct account management, customer servicecollection activities or have fiduciary responsibility over the institution, customer or associatefunds. Describe the current and planned use of cloud computing in both public and private

environments.

Provide information concerning dual security administrators and security concerning connectivityand fraud prevention measures.

A.10 Safekeeping and Securities ClearanceConfirm an understanding and agreement to each of the requirements described in Section 2.3.Hand 2.3.I. Describe the online reporting system for current day transactions. Provide cutoftimes for submission of security delivery/receipt instructions, expressed in Central Time, andmethod of submission. Confirm that a detailed statement of portfolio holdings will be mailed andindicate how many days after month-end the City will receive this statement.

A.11 Payroll and Employee Petty Cash check cashingConfirm an understanding and agreement to each of the requirements described in Section 2.3.J

A.12 OverdraftConfirm an understanding and agreement to each of the requirements described in Section2.3.K.1 through 2.3.K.3 of the 0500. Include requested information and documentation for eacsection. Specifically, in the event that intraday and/or interday overdraft situations arise, statethe banks policy and procedures regarding overdrafts, and include information concerningdaylight overdrafts in regular as well as ZBAs. Describe if the rates and fees, if any, are to becharged on a per event or per account basis (fees themselves must be included on the

Application Form). Include information regarding how the bank policy determines that the City oAustin is in overdraft (for example, are all accounts aggregated or does each account standalone?). Confirm if the fee applies to ledger or collected balance overdrafts and provide a

detailed calculation of the fee in this area of your response as well as on the Section 0610.

A.13 ReportsConfirm an understanding and agreement to Section 2.3.L.

A.14 Disaster/Pandemic Influenza PreparednessDescribe to what extent the institution had assessed the risk of an influenza pandemic and/oother disaster. Include the general assumptions, absenteeism/event duration assumptionslocation assumptions and technology limitation assumptions. Provide information concerningservice level impacts to the public sector under your assumptions, specifically the availability ocash and access to account information.



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CITY OF AUSTIN

PURCHASING OFFICE

EVALUATION FACTORS

APPLICATION FOR DEPOSITORY SERVICES RFP JSD0111A.15 Misc: Deposit/Vault Services

Please describe your vault location and delivery process. Describe the latest cut-off for sameday ledger credit for deposits of coin, currency and checks delivered via armored carrier. Whaare the hours that your vault is open for armored carrier deliveries? Describe any requirement

you have with respect to preparation of mixed check/cash deposits delivered to your vaultDescribe any requirements you have with respect to preparation of pre-encoded deposits. Whacontrol procedures are in place to ensure timely and accurate investigation and resolution odisputed discrepancies?

A.16 Misc: Account AnalysisTo what balance is the earnings credit rate applied? What rate is charged on uncollected fundsHow are uncollected funds defined (e.g., average balance for the month if negative; averagebalance computed on only those days when the balance is negative such that positive balancesare not used to offset negative balances)? Are overdraft fees and interest on uncollected fundassessed on each individual account or are accounted grouped so positive balances in oneaccount offset negative balances in another?

A.17 ExceptionsIdentify the section number and clearly state any and all exceptions to, conditions of oqualifications in Sections 0400, 0500 or 0600 of this Request for Appliation.

D. Part V Certifications and Compliance

A.1 Investment Policy Certification Section 0625 - A copy of the City's Investment Policy isattached as Section 0620. Applicants must indicate they have read and understand the City'sinvestment objectives by signing the Certification document Section 0625.

A.2 Community Reinvestment Act (CRA) - Applicants shall describe their bank's compliance with theCommunity Reinvestment Act. Responses should, at minimum, address the following:

A general statement concerning the bank's commitment to the CommunitReinvestment Act.

Copy of the CRA statement as filed with appropriate banking regulators for the lasyear.

Description of the bank's level of compliance with the CRA including the currenrating and any documentation which demonstrates compliance. Such documentation wouldinclude disclosure of the extent of lending activity in the City of Austin's target neighborhoods

Discussion of plans to improve or increase access to banking facilities for residentsof the City of Austin's target neighborhoods.

Discussion of plans to improve or increase access to banking products and servicesfor businesses in the City of Austins target neighborhoods.

E. Part VI - References

List references from at least two current customers who use services similar to those requested by theCity. The City may make such investigations and inquiries as it deems necessary to determine theability of the applicant to perform the work. In addition, list local government entity accounts, such ascities, counties, and school districts, held during the last three (3) years.



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CITY OF AUSTIN

PURCHASING OFFICE

EVALUATION FACTORS

APPLICATION FOR DEPOSITORY SERVICES RFP JSD0111APPLICATION PREPARATION COSTS:

All costs directly or indirectly related to preparation of a response to the Request for Application orany oral presentation required to supplement and/or clarify a proposal which may be required by the

City shall be the sole responsibility of the applicant.

EVALUATION FACTORS AND AWARD

Competitive Selection: This procurement will comply with applicable City of Austin Policy. Thesuccessful Applicant will be selected by the City on a rational basis. Evaluation factors outlined in belowshall be applied to all eligible, responsive applicants in comparing application responses and selectingthe successful applicant. Award of a contract may be made without discussion with applicants afteapplication responses are received. Application responses should, therefore, be submitted on the mosfavorable terms.



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CITY OF AUSTIN

PURCHASING OFFICE

EVALUATION FACTORS

APPLICATION FOR DEPOSITORY SERVICES RFP JSD0111Evaluation Factors: Possible Number of Points: 100

Part I Application Form: 60 Points

Applicant with the lowest cost to the City is given the maximum points; percentage ratio formula isapplied to remaining applicants.

Part II - Business Organization: No points awarded

Requirements must be described and met.

Part III Implementation plan: 5 Points

Implementation plan, if applicable, is detailed, reasonable and provides required deadlines.

Part IV Services: 35 Points

Documentation responsive to all requirements and processes appear reasonable, effective and oquality.

Part V References: No points awarded

Required references must be submitted.

Part VI Certifications and Compliance: No points awarded

Required certifications and compliance must be submitted.

Interviews, Optional. Interviews may be conducted at the discretion of the City. Maximum 25

additional points.


Documents

JSD0111 - Section 0600 Evaluation Factors